Complete guide to finding, evaluating, and selecting the right cleaning partner for your business. Avoid costly mistakes with expert insights.
By TBM Commercial Cleaning | 18+ Years Serving Portland Metro | Updated January 2025
Why This Decision Matters
Hiring the wrong commercial cleaning company can result in inconsistent service, security risks, compliance violations, and endless frustration. The right partner, however, becomes an invisible asset - maintaining your facility professionally, responding to issues immediately, and letting you focus on your core business.
After 18+ years serving Portland businesses, we've seen every mistake and every success story. This guide shares what we've learned so you can make an informed decision - whether you choose TBM or another provider.
Key Statistic: The average business changes cleaning companies every 2.5 years due to service issues. Taking time upfront to select the right partner can save you from this cycle of disappointment.
Step 1: Define Your Cleaning Requirements
Before contacting any cleaning companies, document exactly what you need. This preparation ensures accurate quotes and prevents misunderstandings later.
1Facility Assessment Checklist
Total square footage (measure or estimate accurately)
Number and types of rooms (offices, restrooms, break rooms, conference rooms)
Flooring types (carpet, tile, hardwood, concrete)
Number of employees and daily visitors
Operating hours and when cleaning can occur
Special areas (server rooms, labs, medical spaces)
Commercial cleaning typically costs $0.08-$0.30 per square foot depending on facility type and frequency. Use our cost calculator to estimate your range before requesting quotes.
Step 2: Research and Shortlist Companies
Cast a wide net initially, then narrow down to 3-5 qualified candidates for detailed evaluation.
Where to Find Commercial Cleaning Companies
Google searches: "commercial cleaning [your city]" - check reviews and ratings
BBB (Better Business Bureau): Verify accreditation and complaint history
Industry associations: BSCAI (Building Service Contractors Association International)
Referrals: Ask neighboring businesses or your professional network
Property management: Your landlord may have preferred vendors
Initial Screening Criteria
Eliminate companies that don't meet these minimums:
5+ years in business - Demonstrates stability and experience
Proper insurance - $1M+ general liability, workers' compensation
Licensed in your state - Verify through Secretary of State
Experience with your facility type - Medical, industrial, etc.
Professional website and communication - Returns calls promptly
Positive online reviews - At least 4+ stars with recent reviews
Portland Tip: Look for companies with specific Portland experience. Our unique weather (heavy rain), environmental expectations (green cleaning), and building types require local knowledge that out-of-state companies lack.
Step 3: Request and Compare Bids
Get detailed written quotes from your shortlisted companies. The key is ensuring apples-to-apples comparison.
What to Include in Your Request
Detailed facility description (size, layout, special areas)
Desired cleaning frequency
Specific services needed (list everything)
Preferred cleaning hours
Contract length preference
Start date timeline
What a Professional Quote Should Include
Itemized service list: Every task, every area, every frequency
Clear pricing: Monthly cost, per-visit cost, price per square foot
Quality guarantee: What happens if you're not satisfied
Red Flag: Any company that quotes over the phone without seeing your facility is either guessing or planning to surprise you with "additional charges" later. Professional companies always conduct an in-person walkthrough before quoting.
Comparing Bids Effectively
Criteria
Company A
Company B
Company C
Monthly Price
$____
$____
$____
Years in Business
____
____
____
Insurance Coverage
$____M
$____M
$____M
Contract Length
____
____
____
Trial Period
Yes/No
Yes/No
Yes/No
Emergency Response
Yes/No
Yes/No
Yes/No
References Provided
____
____
____
Step 4: Verify Credentials and Insurance
Don't take their word for it - verify everything. This protects you from liability and ensures professionalism.
Insurance Requirements
General Liability: Minimum $1 million (prefer $2 million)
Workers' Compensation: State-required coverage
Commercial Auto: If vehicles enter your property
Bonding: $50,000-$100,000 for theft protection
How to Verify: Request a Certificate of Insurance (COI) and call the insurance company directly to confirm it's active. Ask to be named as "Additional Insured" on their policy before service begins.
Business Licensing
Verify Oregon business license through Secretary of State
Check BBB rating and complaint history
For specialized services (medical), verify additional certifications
Employee Screening
Ask specifically about their hiring process:
Criminal background checks - Required for all employees?
Drug testing - Pre-employment and random?
E-Verify - Do they verify employment eligibility?
Reference checks - Do they contact previous employers?
Step 5: Check References Thoroughly
References are your window into actual performance. Don't skip this step.
Request References That Match Your Needs
Similar facility type (office, medical, industrial)
Similar size (square footage within 25%)
Current clients (actively served within past 6 months)
Long-term clients (2+ years shows consistency)
Questions to Ask References
"How long have you used their services?"
"Do they show up consistently on schedule?"
"How quickly do they respond to issues or complaints?"
"Has the same crew cleaned your facility consistently?"
"Have you experienced any security concerns?"
"Would you recommend them to a business like mine?"
"What do they do well? What could improve?"
"Has their pricing remained fair and stable?"
Red Flag: Any company that cannot provide at least 3-5 relevant references either lacks experience or has something to hide. Move on.
Step 6: Understand Contract Terms
Read every word before signing. Contract terms protect both parties - but only if you understand them.
Key Contract Elements
Contract Length: 1-2 years is standard. Avoid 3+ year commitments.
Cancellation Policy: 30-60 days notice is reasonable. Watch for excessive penalties.
Price Increase Caps: Should be limited to CPI or 3-5% annually maximum.
Service Specifications: Detailed task list with frequencies.
Quality Guarantee: What happens if you're not satisfied?
Emergency Response: Availability and response time commitments.
Insurance Requirements: Their obligations to maintain coverage.
Trial Period
Always negotiate a 30-90 day trial period. This allows you to evaluate performance before committing long-term. During the trial:
Either party can terminate with 7-14 days notice
No early termination penalties
Full evaluation before signing annual contract
Negotiation Tip: Most contract terms are negotiable. If something doesn't work for you, ask for changes. Professional companies understand that fair contracts create lasting relationships.
Step 7: Red Flags to Avoid
These warning signs indicate potential problems. Trust your instincts and walk away if you see multiple red flags.
Critical Red Flags (Walk Away)
No proof of insurance - Exposes you to massive liability
Refuses to provide references - What are they hiding?
Quotes without walkthrough - They're guessing or planning surprises
No written contract - Verbal agreements are worthless
Demands upfront payment - Standard is net 30 after service
Vague or unclear pricing - Hidden fees coming later
Pressure to sign immediately - "Price only good today" tactics
Won't provide itemized breakdown - What are you really paying for?
Operational Red Flags
High employee turnover - New faces every week means inconsistency
No emergency contact - You need 24/7 access to someone responsible
Personal equipment - Home vacuums aren't for commercial use
No supervision - Crew shows up unsupervised
Slow communication - If they're slow now, imagine after they have your contract
Step 8: Essential Questions to Ask
Ask these questions before making your final decision. How they answer reveals as much as what they answer.
About Their Company
How long have you been in business?
How many employees do you have?
What is your employee turnover rate?
Do you specialize in certain facility types?
Who will be my main point of contact?
About Their Process
How do you train your cleaning staff?
What products and equipment do you use?
How do you ensure consistent quality?
What happens if we're not satisfied with a cleaning?
How quickly do you respond to complaints?
About Security
Do you perform background checks on all employees?
How do you handle building keys and access?
Are your employees W-2 or 1099 contractors?
What supervision do you provide?
About Emergency Response
Do you offer 24/7 emergency service?
What is your emergency response time?
What types of emergencies can you handle?
Is there an additional cost for emergency calls?
Step 9: Making the Final Decision
You've done the research. Now it's time to decide.
Decision Framework
Weight these factors based on your priorities:
Quality and Reliability (40%): References, reviews, track record
Value (25%): Price relative to service level (not just cheapest)
Professionalism (20%): Communication, responsiveness, attention to detail
Flexibility (15%): Contract terms, customization, responsiveness to needs
Remember: The cheapest option rarely provides the best value. Cutting corners on cleaning affects employee health, customer perception, and your professional image. Invest in quality.
After Signing
Conduct a walkthrough together - Review expectations before first cleaning
Establish communication channels - Know who to contact for issues
Set up quality check schedule - Monthly reviews during trial period
Document any issues immediately - Create paper trail for accountability
Provide feedback - Good companies want to know how they're doing
Ready to Find Your Cleaning Partner?
TBM has served Portland businesses since 2007. We welcome the opportunity to earn your trust through transparent pricing, verified credentials, and exceptional service. Request a free walkthrough and detailed quote.